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Using Virtual Terminal to process Donations

Use Virtual Terminal to process in-person, mail or over the phone donations. Give all of your donors the same experience and donor portal while centralizing your data and benefiting from recurring retention.

 


Enabling Virtual Terminal

Virtual Terminal can be enabled from its page in the Settings area. Once enabled, donations using card (and bank) info can be processed and modified right from your Fundraise Up account's dashboard.

Navigate to Settings >  Virtual Terminal , or click here

Organization Administrators, Campaign Administrators, Support Specialists, and Virtual Terminal Specialists can process donations in Virtual Terminal.

 


Processing Donations with Virtual Terminal


Once Virtual Terminal is enabled: Navigate from your dashboard to Donations. You will see a Virtual Terminal button on the right to start accepting in-person or over the phone donations. 

Shortcut: Press the "T" key to open Virtual Terminal

Users with the Virtual Terminal Specialist role will have the Virtual Terminal experience as their home page of the dashboard


Using Virtual Terminal 

The first step is to choose a campaign to associate this donation with.

When setting the campaign, the dropdown will show you the campaign options, and you can type in the space to search for a campaign. Hovering over a campaign in the dropdown will show you the full name of the Campaign, in case it's too long for the horizontal space of the dropdown.

The options that are available on the selected campaign (designation, custom fields, checkout questions, supporter additional information, etc) will also be available in the Virtual Terminal.

Virtual Terminal will autofill information of preexisting donors of your organization: 

Email Address

Virtual Terminal is the only location where it is allowed for supporters to donate without an email address. Typically email addresses are our primary identifier for individual donors in our system. However, when there are no email addresses we will use the address or phone number as a secondary reference in association with a supporter in Fundraise Up.  When nether email, address, or phone number is provided in association with a donation, our system will always create a new supporter record. 

Recurring Plan options

When using Virtual Terminal, it's possible to choose whether the donation being processed will be a one-time donation or the first installment of a recurring plan. When setting up a Recurring Plan via Virtual Terminal, there are even more options than there are in the public checkout experience, including:

  • Frequency: Virtual Terminal allows you to create recurring plans on a Daily, Weekly, Biweekly, Monthly, Bimonthly, Quarterly, Semiannual, or Annual schedule.
    • The list of supported frequencies can be controlled from the Recurring plans page of Settings, with the default setting being that all frequencies are available. Monthly will always be an option, but all others can be made unavailable as needed or desired.
  • Start Date: For some payment methods, when making a recurring plan, the donation date for the first installment in the recurring plan can be set to a date in the future.
    • When a date in the future is chosen, the supporter will receive the "Plan scheduled" email template if enabled, instead of immediately receiving the "Plan receipt" email template.
    • For US-based Fundraise Up accounts, only credit and debit cards can start recurring plans with a future start date; ACH can only be used when the start date is today.

Donor Receipt Email in Virtual Terminal

By default, the donor will receive the receipt email for the selected campaign. However, you have the option to not send an email receipt. 

Donors who do not provide an email address will not have an option to receive an email receipt. 

 


Reviewing Donations made via Virtual Terminal

When you're reviewing a donation in the Fundraise Up dashboard, if it was processed via Virtual Terminal, you will see a field labeled Processed By in the header area. There, you'll see the user that used Virtual Terminal to generate this gift on the donor's behalf!

Additionally, in the Donations and Recurring tabs' filters, you can click the More Filters button and then filter by Source to just show records made via Virtual Terminal.

Lastly, in the Exports tool and most CRM Integrations, you'll find datapoints to show which User created a given Donation or Recurring Plan under the labels:

  • Created By User ID
  • Created By User First Name
  • Created By User Last Name
  • Created By User Email

 


Configuring extra Virtual Terminal settings

Once Virtual Terminal has been enabled, its Settings page will offer you extra options to customize the Virtual Terminal experience for your account's internal users. 

Setting a Default Campaign for your users when opening Virtual Terminal can be helpful, but please keep in mind that your users will still be able to change the donation to go towards any available Campaign in your account. This dropdown just controls what'll be pre-filled when they open checkout.

Similarly, if you have classic ACH enabled as a payment method on your connected Stripe account and in Fundraise Up, you can check the box to Allow ACH as a Payment Method for Virtual Terminal donations. This will offer the option for your users to enter the donor's routing and account number at time of checkout, instead of their credit or debit card information.

Screen Shot 2021-03-15 at 9.52.51 AM

Showing Additional Notes

If you check the box labeled Show additional notes during Virtual Terminal checkout, we'll offer you a rich text editor for entering and formatting notes, phone scripts, links, and more to appear for every user while entering donations via Virtual Terminal.

You can even add links that navigate within the Virtual Terminal page, for example, adding a link to https://dashboard.fundraiseup.com/virtual-terminal#vt-donation to auto-scroll one of your users to the Donation section of the Virtual Terminal standalone page.

For users with narrower browsers & smaller screens, the notes will appear inline in the checkout popup:

Screen Shot 2021-03-15 at 9.54.45 AM

And, for users with wider browsers & screens, the notes will appear alongside the checkout popup:

Screen Shot 2021-03-15 at 9.55.04 AM

Make CVC optional in Virtual Terminal

We have confirmation that Stripe treats the lack of a CVC code differently than a CVC failure, so the purchase of Stripe Radar for Teams is no longer necessary in order to configure Virtual Terminal to make CVC optional.

As such, you can just check the box labeled "Make CVC optional in Virtual Terminal" found in Virtual Terminal's settings page to allow this functionality!

 


Notifying Fundraise Up of major events

If you are going to hold a major event which involves a great deal of Virtual Terminal or assisted transaction processing, please notify your customer success manager or our Support team overall days or weeks in advance of the event, as we may be able to offer assistance and even pre-approve the IPs where mass donations are coming from!